Creating Workflow Models

You create a workflow model to define the series of steps executed when a user starts the workflow. When a user starts a workflow, an instance is started; this is a copy of the workflow model at that point in time.

When you first create a new workflow model it contains:

The steps, Flow Start and Flow End.
These represent the beginning and end of the workflow. These steps are required and cannot be edited/removed.

An example Participant step named Step 1.
This step is configured to assign a work item to the admin user. Edit or delete this step, and add steps as required.

When you make any changes to the workflow you must use Save (left in the editor toolbar) to persist them to the workflow model; even when individual dialogs (for steps, etc.) have had their own save options.

Caution:

It is not recommended to edit any of the out-of-the-box workflows as you would (potentially) have to re-apply the edits after applying any form of update (e.g upgrade, service pack, feature pack, hot-fix amongst others).

It is a good practice when debugging a workflow to test the workflow with a variety of payload types; including types that are different to the one for which it has been developed. For example, if you intend your workflow to deal with Assets, test it by setting a Page as payload and make sure that it does not throw errors.

Using Workflows to Process Form Submissions

You can configure a form to be processed by the selected workflow. When users submit the form, a new workflow instance is created with the data of the form submission as its payload.

To configure the workflow to be used with your form:

Create a new page and open it for editing.

Add a Form component to the page.

Edit the Start of Form component that appeared in the page.

Use Start Workflow to select the desired workflow from those available:

Click OK to confirm the new form configuration.

Example: Creating a (Simple) Workflow to Accept or Reject a Request for Publication

To illustrate some of the possibilities for creating a workflow, the following example creates a variation of the Publish Example workflow.